Responsibilities

Oversee day-to-day facilities and workplace activities, including building inspections, defect tracking, maintenance schedules, and repair coordination.
Arrange preventive maintenance, breakdown support, contractor visits, and minor workplace improvement works to ensure timely completion.
Administer facilities service requests by coordinating vendors or technicians, monitoring progress, and maintaining accurate completion records.
Maintain documentation for facilities assets, building plans, licenses, certificates, warranties, service contracts, and renewal schedules.
Coordinate workplace services such as cleaning, pest control, air-conditioning, electrical systems, fire-safety systems, security/access systems, and common-use equipment.
Facilitate quotation sourcing, purchasing documentation, invoice verification, vendor follow-ups, and facilities expenditure monitoring.
Control PPE, uniforms, life vests, and safety-equipment inventories, including issuance records, stock replenishment, servicing schedules, and equipment tracking.
Provide administrative coordination for WSH, ISO, audit, regulatory, and compliance-related activities, including document filing, action tracking, and evidence preparation.
Support general office administration by managing workplace supplies, signage, meeting-room equipment, shared records, and cross-department facilities requirements.
Compile regular facilities performance reports covering maintenance status, outstanding defects, contract expiries, PPE activities, expenditure, vendor issues, and WSH/ISO follow-up actions.

Requirements

Minimum GCE O-Level with relevant experience, or NITEC/Higher NITEC/Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety, or a related discipline.
At least 3 years of relevant experience in facilities or operational administration involving building maintenance, contractor/vendor coordination, purchasing, and PPE or inventory management.
Practical knowledge of preventive maintenance, facilities services, service-contract administration, purchasing documentation, invoice processing, and basic building systems experience in an engineering, marine, industrial, warehouse, or technical environment is advantageous.
Proficient in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook, with the ability to maintain trackers, registers, expiry schedules, reports, and basic expenditure analysis familiarity with ERP NetSuite is beneficial.
Strong organisational, follow-up, record-keeping, communication, and problem-solving skills, with the ability to manage multiple deadlines, work independently, coordinate with internal and external stakeholders, and maintain accurate documentation.

Clarence Khoh
R1552376

Facilities & Administration Executive